Senior Administrative Assistant - Alameda Health System

Job Summary: Under minimal supervision, performs varied, complex and often confidential administrative support duties for multiple managers and/or directors. Plans and conducts studies and inquiries and facilitates implementation of programs and projects. Performs related duties as required.

DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification, however, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Assists the management staff member in managing departmental and associated budgets, including preparing and maintaining detailed spreadsheets, monitoring encumbrances, payments and journal entries; analyzes budget requests and provides
recommendations to the management staff member.

2. Coordinates and administers personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.

3. Initiates correspondence for signature of management staff member; receives incoming correspondence, attaches appropriate supporting documentation and distributes to management staff member or professional staff as appropriate.

4. May have overall calendar management responsibilities of various Conference Rooms, to include confirmation of room reservations; complete all furniture set-ups and tear downs; confer with all room requestors before, during and after their event and responding to inquiries and requests; getting final confirmation of the time, number of participants, A/V presentation materials, menus, and room setup; greet the host upon their arrival in the meeting room to determine if there are any new requests or changes; respond to numerous phone calls and emails with new meeting requests and special add-on information for existing meetings.

5. May perform diversified receptionist duties which may include, greeting and directing all visitors/patients, answering and directing telephone calls, taking messages, and setting appointments; maintain the reception area organized and presentable to all visitors, employees, patients, etc.

6. Performs and directs office administrative activities such as organizing and maintaining confidential and administrative files and purchasing office supplies and related equipment for the management staff; maintains records of purchases.

7. Performs revenue and expenditure projections for department’s budget; compiles figures, prepares justifications and coordinates the budget development process; reviews expenditure reports, prepares internal reports and maintains inventory records.

8. Plans, oversees, reviews and implements administrative services supporting management staff member’s activities and functions.

9. Prepares and maintains all agreements under the purview of management staff member between AHS and outside individuals and agencies, ensures that agreements are properly executed and, as requested, prepares associated payments.

10. Prepares periodic and special reports and compiles information including varied, complex, sensitive and confidential information such as operational and administrative concerns, policies, procedures, function and organizational structure, expense control, record-keeping procedures with forms, documents and payrolls; assists line managers with revised procedures.

11. Provides support to the Human Resources Department by interpreting rules, regulations and memorandums of understanding; may direct or coordinate payroll, training and personnel record keeping.

12. Represents and serves as liaison between a management staff member and representatives from other departments and agencies; transmits information to management staff in other AHS departments and to members of staff.

13. Schedules appointments and arranges conferences for management staff member and other relevant staff; makes travel arrangements, preparing invoices, payments and reimbursement forms.

Qualifications:

Education: Associate's degree or some college coursework required. Bachelor's degree preferred.

Minimum Experience: Five years office administrative experience and one year experience reporting to senior management staff.

PI239423747